Purpose: This guide provides a comprehensive overview of automation actions and features available in Kizen. It covers step-by-step instructions for key functionalities, including task assignment, modifying workflows, sending messages, and integrating with external systems. With Action step you will maximize the potential of Kizen's automation tools, leading to increased productivity and more effective workflows
TABLE OF CONTENTS
Types of Actions
Activities
Schedule Activity
Efficient task management is crucial for staying organized and meeting deadlines. With Schedule Activity action, you can assign tasks to team members, set due dates, and ensure timely reminders through automated notifications. Here's how:
1. Choose Activity from a drop-down menu
2. Select a team member or a role responsible for completing the task by clicking Assign To:
2.1 Round Robin (Team Member of Any Role) - assigns the activity round robin to all team members in the account
2.2 Round Robin (Team Member of Specific Role) - assigns the activity round robin to only team members of the role specified
2.3 Round Robin (Select Team Members) - assigns the activity round robin to only the team members selected
2.4 Owner - assigns the activity to the record's owner
Note: This option is not available on contacts
2.5 Specific Team Member - assigns the activity to the specified team member
2.6 Custom Team Selector Field - assigns the activity to the team member selected on the record for the specified custom field
Example: An object has a Custom Team Selector Field for both Account Executive and Sales Development Representative. The automation will give options to assign the activity to the Account Executive or to the Sales Development Representative
2.7 Last Active Team Member (Any Role) - assigns the activity to the last active team member on the record from any role
2.8 Last Active Team Member (Specific Role) - assigns the activity to the last active team member on the record from only the specified role
2.9 Specific Role - assigns the activity to the specified role
Note: This will not assign the activity to a person, only to the role
3. Specify the Due Date
4. Include any Notes (if applicable)
5. Enable Notifications (if applicable)
6. Click Save
Automations
Modify Automations
This action lets you start, pause, or cancel specific automations for the same object, providing greater control over how and when your workflows are executed. This feature is especially valuable when you want to automate a series of outreaches or campaigns. This step is particularly useful when paired with goal steps.
Start Automations:
1. Choose Automations to Start
Note: You can start multiple automations at once
2. Select if you would like records with this existing paused automation to resume instead of starting a new automation at step 1
3. Click Save
Pause Automations:
1. Choose Automations to Pause
Note: You can pause multiple automations at once
2. Click Save
Cancel Automations
1. Choose Automations to Cancel
Note: You can cancel multiple automations at once
2. Click Save
Go to Automation Step
This action allows you to skip directly to a specific step within an automation. This feature ensures flexibility and precision, enabling contacts to bypass unnecessary steps and streamline their journey through your workflow.
1. Choose which step to go to
2. Click Save
External HTTP Requests
This action enables your automation to send data from Kizen to another system via API. This step is typically used by technical users to integrate Kizen with external platforms, creating a seamless flow of information between systems.
To add External HTTP Requests action follow these steps:
1. Choose Custom HTTP Action
PUT request is used to update a specific resource and typically replaces whatever exists at the target URL
POST request sends data to a specified URL to create a resource
PATCH request partially updates a specified resource
DELETE request will delete the specified resource
2. Enter the Request URL
This URL can include "merge fields" which gives the user access to the data on the record this automation execution is running on
3. Data Payload
This data payload can be in JSON, XML, or any other specified format that is needed. The payload can include "merge fields" which gives the user access to the data on the record this automation execution is running on
4. Customize Header (Parameters and Values)
You are able to add as many headers as you'd like to this request. This is typically used to authenticate your request to a third party service or specify your payload format
5. Click Save
Fields
Change Field Value
Modify a specified field on the record by adding, removing, or updating its value. You can set the value using a static input, dynamically pull it from a related object, or update it directly on the current record.
Specific Value - this value type allows you to enter a static value for the field. Anytime the automation is run, the field will be updated with the value entered here.
1. Choose Field to Change
2. Choose Specific Value as the Value Type
3. Enter the New Field Value
4. Click Save
Field Value on a Primary Related Object (Variable) - this value type allows you to pull the field value for the same field type from another object's record.
1. Choose the Field Value to Change
2. Select Field Value on a Primary Related Object (Variable) as the Value Type
3. Pick a Related Object from the list
4. Choose a Field Value to pull from
Only fields on the related object of the same field type will appear as options. For example, If you want to change the email address on the automation's object to an email address on a related contact's record, only email address fields will appear in the dropdown options in the automation step.
5. Click Save
Math Operators
Add, subtract, multiply, or divide using constant numbers and/or custom fields.
1. Choose Your Equation Type
2. Pick the field to update
Note: Only Number, Price, and Percentage fields can be used
3. Add Elements
Multiple elements can be added using custom fields and constant numbers
4. Click Save
Change Tags
Add or remove tags on a record to organize or categorize it effectively
1. Choose Tags to Add
Choose from tags previously created or Add a New Tag
2. Choose Tags to Remove
Choose from tags previously created or Add a New Tag
3. Click Save
Note: You can add multiple tags at once
Related Objects
Create Related Entity
Steps to add a new record on a related object:
1. Choose Relationship Field
2. Enter the name for the new record
The name can include "merge fields" which gives the user access to the data on the record this automation execution is running on
3. Click Save
Modify Related Entity
Easily update fields on related objects with static (specific) values or by pushing dynamic field values (variable). The Specific Value option lets you set a fixed value for the field, ensuring consistency across records. Alternatively, the Deal Field Value (Variable) option enables you to push the field values of the same field type to related records. This feature streamlines record management across multiple objects, ensuring consistency and efficiency.
Steps to Modify a Record Using a Specific Value:
1. Choose the Related Object to modify
2. Select which Relationship Fields' records to modify
Note: You can modify multiple relationship fields' records at once
3. Choose which Field(s) to update
4. For each field, select Specific Value as the Value Type
5. Enter the desired Value
6. Choose Field Resolution
6.1 Overwrite Field will replace any existing value for the selected field with the new value
6.2 Only Add Options will only add the selected option to the existing value for the selected field
7. Click Save
Steps to Modify a Record Using a Deal Field Value (Variable):
1. Choose the Related Object to modify
2. Select which Relationship Fields' records to modify
Note: You can modify multiple relationship fields' records at once
3. Choose which Field(s) to update
4. For each field, select Deal Field Value (Variable) as the Value Type
5. Select which field value should be pushed to the related record(s)
6. Choose Field Resolution
6.1 Overwrite Field will replace any existing value for the selected field with the new value
6.2 Only Add Options will only add the selected option to the existing value for the selected field
7. Add rules, if applicable
Note: Rules will apply for Dropdown, Radio Button, Dynamic Tags, Rating, Status, Yes/No Question, Relationship, and Checkboxes field types
8. Click Save
Send Email to Related Contact(s)
Here's how to email related contacts:
1. Choose which Related Contact(s) to send the email to
Note: You can send to multiple contacts/contact types at once
2. Choose Email to Send
3. Select an email from your Library Templates or Create an email from scratch
4. Click Save
Modify Related Automations
Start, pause, or cancel specific automations on a related object's record(s)
Hint: You can modify multiple relationship fields' records at once
Start Automations
1. Select which object to modify automations on
2. Choose which relationship fields' records to modify
3. Choose Automations to Start
Note: You can start multiple automations at once
4. Select if you would like records with this existing paused automation to resume instead of starting a new automation at step 1
5. Click Save
Pause Automations:
1. Select which object to modify automations on
2. Choose which relationship fields' records to modify
3. Choose Automations to Pause
Note: You can pause multiple automations at once
4. Click Save
Cancel Automations:
1. Select which object to modify automations on
2. Choose which relationship fields' records to modify
3. Choose Automations to Cancel
Note: You can cancel multiple automations at once4. Click Save
Messages
Send Email
Send an email to the contact. Emails can be selected from the Library or created from scratch.
1. Select the sender (team member who will be sending the email)
2. Personalize Send From Name (if applicable)
3. Choose Email to Send
Select an email from your Library Templates or create an email from scratch
4. Click Save
Tip: Click on Insert Merge Field to personalize your email to the contact
Send Text Message
Send a personalized text message to the contact. Text Messages are often used in automations for sending contacts reminders about upcoming events.
1. Create the body of your text message
2. Click Save
Tip: Click on Insert Merge Field to personalize your text message to the contact
Team
Notification (Email)
Notify a team member via email:
1. Select the Team Member to Notify
2. Choose Email to Send
Select an email from your Library Templates or Create an email from scratch
3. Click Save
Tip: Click on Insert Merge Field to personalize your email to the Team Member
Notification (Text)
Notify a team member via text:
1. Select the Team Member to Notify
2. Create the Text Message Body
3. Click Save
Assign Team Member
Assign a team member to the record:
1. Select the Team Member to Assign
2. Click Save
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article